As-Is vs To-Be Process
An as-is process shows how work is done today; a to-be process shows how it should work in future. Learn the difference and how to document both.
What Is an As-Is vs To-Be Process?
An as-is process is how a process works today, including its real steps, workarounds and problems. A to-be process is how the process should work in the future, after improvements, a new system, automation or a transition to a new team. Comparing the two shows the gap between the current state and the target state, and what has to change to close it.
As-is and to-be analysis is used in process improvement, ERP and system implementations, outsourcing and GCC transitions, and business process re-engineering. It's also called current state vs future state analysis.
How Does As-Is vs To-Be Analysis Work?
Document the as-is process. Capture how the work is actually done today, not how the manual says it's done, including exceptions, handoffs and systems.
Identify problems. Look for delays, rework, manual steps, duplicated effort, control gaps and single points of failure.
Design the to-be process. Define the future steps, roles, systems and controls that solve those problems.
Analyze the gap. List what must change between as-is and to-be: people, process, technology and data.
Plan and implement the change, then document the to-be process as the new standard.
As-Is vs To-Be: Key Differences
Purpose: as-is shows reality; to-be shows the target.
Source: as-is comes from observing and recording the real work; to-be comes from design workshops and requirements.
Content: as-is includes workarounds and pain points; to-be removes them.
Use: as-is is the baseline for measuring improvement; to-be becomes the new SOP once implemented.
Benefits of As-Is and To-Be Mapping
Fact-based improvement: changes are based on how work really happens.
Clear scope: the gap shows exactly what a project or transition must deliver.
Better requirements for system implementations and automation.
Safer transitions: the receiving team learns the to-be process, and the as-is record shows what's changing.
Measurable results: the as-is baseline lets you prove the improvement.
Common Tools and Uses for As-Is and To-Be Processes
Trupeer AI – Captures the as-is process by recording people doing the real work, turns each recording into a step-by-step SOP and video, and makes it easy to update the documentation once the to-be process goes live.
Process mapping tools – Visio, Lucidchart or BPMN tools for drawing as-is and to-be flows.
Process mining tools – Use system logs to show how processes actually run.
Workshops and interviews – Gather input from process owners and teams on pain points and future design.
Knowledge bases – Store the approved to-be SOPs for everyone to follow.
To start documenting your current state, use the free process documentation template.
If you're mapping or improving processes, try Trupeer AI, an easy tool that helps you record, edit with AI and share in minutes. Trupeer lets you capture your screen, turn a raw recording into a professional video and a step-by-step guide, translate it for every team and publish it to a searchable knowledge base. With Trupeer, your as-is documentation shows the work as it really happens, and your to-be SOPs are ready the day the change goes live.
Understand how work happens.
Carry it into your next transition.
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